Administrators can deactivate users when they no longer need access to the system. This is commonly done when a user leaves the organisation or is on extended leave, such as parental leave or long-term absence.
Deactivating a user removes their access to the system but does not delete their records. Their training history and completion data will remain available for reporting purposes.
When should a user be deactivated?
Typical reasons include:
- The user has left the organisation
- The user is on extended leave (for example, parental leave or sabbatical)
- The user temporarily does not require access to training
If the user returns, their account can be reactivated at any time.
Deactivate a user
- From the menu on the left side of the page, select Users, then click List All Users.
- Tick the checkbox next to the user or users you would like to deactivate.
- Click Deactivate in the upper right corner of the page.
- (Optional) Enter a reason for deactivation, then confirm the action.
The selected users will no longer be able to log in to the system.
Note that "Delete" will completely remove the learner and all associated records. It should only be used in the case the data is no longer required.
Reactivate a user
- From the menu on the left side of the page, select Users, then click Activate Users.
- Tick the checkbox next to the user or users you would like to reactivate.
- Click Activate in the upper right corner of the page.
The selected users will regain access to the system immediately.
Important notes
- Deactivating a user does not delete their training records
- Deactivated users cannot log in or access courses
- Reactivated users will retain their previous training history